Administrative Officer

BACKGROUND Wexford County Council is a dynamic and forward thinking local authority, ahead of the curve when it comes to opportunities for career progression, access to exciting work experiences and strategic thinking. Local Government is the way to effect change for the people living in our community in a very real way. If you have the drive to influence change in Irish society, if you want a real opportunity to improve your world on a day to day level, then a career with Wexford County Council may be for you. We recognise the importance of work life balance and in addition to statutory entitlements, support a range of initiatives including flexi time, work-sharing, together with generous annual leave allowances. The Council also provides a free and confidential Employee Assistant Programme. We facilitate a ‘Cycle to Work’ Programme and offer employees the option of availing of Winter Flu Vaccine. There are also opportunities for supported Learning and Development. There is also a staff social club who organise events on a regular basis. We facilitate deductions at source for payments such as Social Club Contributions, Trade Union Subscriptions, Health Insurance and Banking Institutions.

DESCRIPTION OF THE POST The Administrative Officer is a middle-management supervisory position within the local authority and the most senior grade within a five-tier administrative structure. The administrative structure ranges from the entry grade of Clerical Officer at Grade 3 through to Administrative Officer at Grade 7. An Administrative Officer will generally report to and work under the direction and management of a Senior Executive Officer or Director of Services. From time to time, the Administrative Officer may be required to deputise for senior staff. Within the Administrative Officer’s department or section, Clerical Officer, Assistant Staff Officers, Staff Officers and Senior Staff Officers will report to the Administrative Officer. An Administrative Officer is responsible for the efficient management, direction and deployment of resources for the department or function to which they are assigned. The Administrative Officer will generally work as part of a multi-disciplinary team within one of the previously outlined Local Authority Directorates to deliver a range of frontline and internal services. Frontline services include social housing; transportation infrastructure; environmental protection; water, wastewater, recreation, amenity and cultural services such as the arts and public library service. Local Authorities also play a key role in supporting economic development and enterprise promotion at local level.

An Administrative Officer is responsible for day-to-day operations and management of one or more sections or units within the local authority, including management of employees. The Administrative Officer is the primary point of contact and liaison with other sections in relation to service delivery for their area of responsibility. An Administrative Officer is also expected to contribute to the strategic and policy making decisions of the Council, and to review, development and implementation of plans, policies and forwardthinking strategies within the local authority. This may include relevant research, consultation and interaction with statutory, local development, and social partners. The Administrative Officer works closely with senior management, elected representatives, external agencies and relevant stakeholders to deliver services to the highest standard. The overall purpose of the role is to assume responsibility, under general direction, for a large section or area of this organisation’s activities. The Administrative Officer is an operational team leader, a crucial link between frontline staff and senior management with responsibility for resource management and service delivery.

The ideal candidate must be knowledgeable in managing human and financial resources, be highly motivated and able to work independently, and be committed to excellence in service delivery, innovative service design, and customer service.

Panel Formation Recruitment arrangements to this grade will now be on the following basis: The Council will form three separate panels of suitably qualified candidates to meet the requirements agreed nationally of the ratio of posts to be confined to the local authority sector, open and those confined to Wexford County Council staff. The order of candidates placed on each of the three panels is determined by where they were placed on the overall Order of Merit List.

Panel A (Confined to the Local Authority Sector) will comprise of successful applicants in order of merit from within the Local Authority Sector only i.e. candidates serving in a local authority or Regional Assembly (where applicable). Panel B (Open) will comprise of all successful applicants in order of merit and may include candidates serving in a local authority, regional assembly and external applicants. Panel C (confined to employees of Wexford County Council) will comprise of all successful applicants in order of merit from within Wexford County Council ESSENTIAL REQUIREMENTS FOR THE POST 1. CHARACTER: Candidates shall be of good character. 2. HEALTH: Each candidate must be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service. 3. EDUCATION, TRAINING, EXPERIENCE, ETC. : Each candidate must, on the latest date for receipt of completed Application Forms: Applicants for Panel B (Open) (i) (a) have obtained at least Grade D (or a Pass), in Higher or Ordinary Level, in five subjects (or four if Irish is included) from the approved list of subjects in the department of education Established Leaving Certificate Examination or Leaving Certificate Vocational Programme including Irish and/or English and one of the following: Mathematics, Accounting, Business Organisation or Economics, and (b) have obtained at least Grade C (or Honours) in Higher Level (or Honours) Papers in three subjects in that examination (or two subjects if Irish and/or one of the following is included: Mathematics, Accounting, Business or Economics), or

(ii) have obtained a comparable standard in an equivalent examination, or (iii) hold a third level qualification of at least degree standard, and (iv) have satisfactory experience in administrative procedures, including adequate practical experience in work of an executive nature, office organisation and control of staff 4. CITIZENSHIP: Candidates must, by the date of any job offer, be: (a) A citizen of the European Economic Area (EEA). The EEA consists of the Member States of the European Union, Iceland, Liechtenstein and Norway; or (b) A citizen of the United Kingdom (UK); or (c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or (d) A non-EEA citizen who is a spouse or child of an EEA or UK or Swiss citizen and has a stamp 4 visa; or (e) A person awarded international protection under the International Protection Act 2015 or any family member entitled to remain in the State as a result of family reunification and has a stamp 4 visa or (f) A non-EEA citizen who is a parent of a dependent child who is a citizen of, and resident in, an EEA member state or the UK or Switzerland and has a stamp 4 visa.

THE PERSON The person appointed will be able to clearly demonstrate the key competencies as set out in this Booklet. In addition, the successful candidate will be able to demonstrate the following: • A proven and trusted capacity to contribute to the development and delivery of strategic objectives, including through implementation of change programmes and service improvements; • A satisfactory knowledge of the structure and function of local government, current local government issues, future trends and strategic direction of local government, and an understanding of the role of the Administrative Officer in this context; • An understanding of Wexford County Council’s strategic objectives, internal and external stakeholders, and a track record of successful stakeholder engagement; • A strategic thinker with an ability to understand how national policies apply to this Local Authority and to draft effective policy documents and local legislation; • Capability in delivering the full range of quality services and implementing policy decisions; • Enthusiasm for the role of the Council and its impact on the community, and an ability to represent the Council with integrity; • Relevant administrative experience at a sufficiently high level: Be able to plan and promote work effectively, work to tight deadlines, have a strategic approach in formulation and delivery of key policy objectives; • Experience of managing resources and utilising data to ensure effective service design and delivery; • A clear track record that demonstrates a high level of competencies in the management of staff and projects; • Strong interpersonal and communication skills and an ability to build relationships with individual departments and with individuals within departments; • An ability to work within and, where necessary, lead multi-level and multi-disciplined teams and have the ability to motivate, empower, and encourage employees to achieve maximum performance; • Experience leading and managing diverse teams, enhancing employee engagement, creating a culture of innovation and personal responsibility; • Knowledge of the management of financial resources within a budgetary control framework; • A good knowledge and awareness of Health and Safety legislation and regulations, their implications for the organisation and the employee, and their application in the workplace; • Ability to deputise at senior level.

DUTIES OF THE POST The duties of the post shall be to give to the local authority under the direction and supervision of its appropriate employee, such services of an executive, supervisory and advisory nature as are required for the exercise and performance of any of its powers and duties and shall include the duty of deputising for other employees of the local authority, when required, and such duties as may be required in relation to the area of any other local authority.

The duties shall include but are not limited to: • Identify opportunities and implement strategies to meet and to expand or improve the range, quantity, or quality of existing services. Make recommendations within areas of expertise to senior management about the shaping and implementation of policy; • Identify, agree, and initiate relevant projects, work programmes, targets, and deadlines and ensure their subsequent implementation in line with Wexford County Council’s objectives. Evaluate their success relevant to various strategies and plans; • Promote the co-ordination and integration of service delivery between local government, voluntary, public sector, and local development bodies operating within the local authority’s area, especially in relation to cross-sectoral, community and business interests; • Use performance indicators effectively as appropriate to evaluate success of implementation of strategies, policies, projects, work programmes; Ensure full compliance with the organisation’s policies and procedures, that practices and standards are in compliance with good governance, legislative regulations, local government circulars and guidance; • Provide high-level administrative support based on a thorough understanding of the overall workings and policies of a section. • Manage and supervise staff, assign duties and workload, up to the position/grade of Senior Staff Officer or analogous grades and to ensure the training and development of such staff; and to take responsibility for the performance of multi-level staff. • Promote ongoing support to staff in the department/section, including handling day-today issues and identifying training and development needs. • Manage finance and budgets and ensure value for money: Prepare budgets and be responsible for the day-to-day financial management of capital and operational expenditure in the department/section, including maximising funding opportunities where appropriate and ensuring all available funding is availed of, drawn down, and recouped within appropriate timeframes. • Deliver change programmes aligned to organisational objectives. • Continuously monitor existing procedures to ensure they comply with best practice and develop new/improved procedures where appropriate. • Represent the Council at a variety of meetings. Attend meetings of elected Council members and committees regarding the activities of the relevant department/section. • Attend inter-departmental meetings on behalf of the section to which you are assigned. Work on inter-departmental teams concerned with introducing organisational change. • Organise and facilitate effective internal and external meetings and participate and engage in discussions as appropriate. • Establish and maintain effective working relationships with employees, managers in other departments, senior managers, customers, elected representatives, external agencies as appropriate to the activities of the section. • Deputise for senior officers as required. • Attend Court as a witness for the Council as required. • Undertake any other duties of a similar level and responsibilities as may be required from time to time. COMPETENCIES FOR THE POST Key Competencies for the post include the following and candidates will be expected to demonstrate sufficient evidence within their application form of competence under each of these. Please take particular note of these when completing the application form as any short-listing or interview processes will be based on the information provided by candidates: Management and Change Clear understanding of political reality and context of Wexford County Council; Embeds good governance practices into day to day activities, practices and processes; Establishes, develops and maintains positive and productive professional relationships both internally and externally to enhance service delivery; Effectively manages change, foster a culture of creativity in employees and overcomes resistance to change; CONDITIONS OF SERVICE 1. Tenure: The post is whole-time, permanent and pensionable. Persons who become pensionable employees of a Local Authority who are liable to pay the Class A rate of PRSI contribution will be required in respect of their superannuation to contribute to the Local Authority at the rate of 1.5% of their pensionable remuneration plus 3.5% of net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children). All persons who become pensionable employees of a Local Authority will be required in respect of the Local Government (Spouses and Children’s Contributory Pension) Scheme to contribute to the Local Authority at the rate of 1.5% of their net pensionable remuneration (i.e. pensionable remuneration less twice the annual rate of social insurance old age contributory pension payable at the maximum rate to a person with no adult dependent or qualified children) in accordance with the terms of the Scheme. For new entrants under the Single Public Service Pension Scheme effective from 01/01/2013, superannuation contributions are 3.5% of net pensionable remuneration and 3% of pensionable remuneration. 2. Probation: Where a person who is not already a permanent employee of Wexford County Council is appointed, the following provisions shall apply:- (a) there shall be a period after such appointment takes effect during which such person shall hold such employment on probation; (b) such period shall be 6 months, but the Chief Executive may, at his discretion, extend such period; (c) such person shall cease to hold such employment at the end of the period of probation, unless during such period the Chief Executive has certified that the service of such person is satisfactory. 3. Salary: The salary shall be fully inclusive and shall be as determined from time to time. Holders of the post shall pay to the local authority any fees or other monies (other than their inclusive salary) payable to or received by them by virtue of their employment or in respect of services which they are required by or under any enactment to perform. An allowance may also be payable in respect of travel expenses and subsistence. €55,847- €72,602 (2nd LSI) Entry point to this scale will be determined in accordance with Circulars issued by the Department of Environment, Community and Local Government. Appointees who are not existing public servants will enter at the minimum point of the scale.